mpug nl chapter session at océ 11 may 2011 wouter jansen, rené bongers, tino willems, felix arons,...
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MPUG NL chapter session at Océ11 May 2011
Wouter Jansen, René Bongers, Tino Willems, Felix Arons, Rob van den Kroonenberg.
2
General Notifications
Welcome at Océ
Approach of this session
3
Agenda
13:00 - 13:30 Introduction1. General notifications
2. Start of MPUG NL Chapter
13:30 - 15:00 Use of MS Project and EPM at Océ1. In what way is Océ using MS project and EPM now2. Group Discussion: Case about capacity planning, resource management and project management
15:00 - 15:15 Break15:15 - 16:00 Define topics for next MPUG meetings16:00 - 17:00 Getting to know Océ in the Event Centre
including drinks and finger food
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Start of MPUG NL Chapter – Wouter Janssen
5
Who am I?
September 2007: Working at the Corporate Program Office of the Global ICT organization
Main Focus areas are Delivery Support:
Involved in PPM selection Involved in project mgt improvements Planning by project mgrs and resource mgrs Time registration
Decision enabling: Financial portfolio reporting Inflow and outflow external resources Reporting on Key Performance Indicators
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Early 2008: PPM selection
Investigate whether a PPM tool Océ has added value Implementation project management method 2006,
based on Prince2 After 2 years, need better support, greater efficiency Reference visits to different companies Several tools viewed
Late 2008, PPM outcome selection EPM 2007
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Business IT Program OneOcé ± 300 persons in total
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1
2
3
4
Best practice from the industry
Roadmap scenario Integral Planning
Amount and Complexity of Processes
Impact on Organization
•Project planning by project mgr•No resource allocations•Project tracking in project planning by project mgr•Reporting
•Project planning by project mgr•Resource planning by project mgr•Project tracking in project planning by project mgr•Reporting
•Project planning by project mgr•Resource allocation by project mgr•Project tracking in project planning by project mgr•Reporting
•Project planning by project mgr•Resource allocation by resource mgr •Project tracking in project planning by project member through Project Web Access Timesheet•Reporting
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Early 2009: Start implementing EPM 2007
Objective is to address resource issues Best practice
1st step " provide planning insight into projects “ 2nd step "insight into resources assignments"
Our assignment: step 3 and 4.
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EPM 2007 implementation
Objective: address resource issues in the ICT portfolio
Focus on Program - and Resource Managers
Startup with very limited resources
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Mid 2009: EPM 2007 implementation "No Success"
Wrong focus
1st use of tooling difficult
No solution of resource issues
Resistance from the organization
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Part-time unemployment
Schedule training for 400 people Every Friday:
10 training sessions morning and afternoon, ½ year period 10 to 20 participants per training Right locations No double appointment for trainees
5x, No. Organization impressed
Learned how to plan
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Change of approach
Focus on 1 large project (SAP)
Small steps
Resource manager in control for allocation resource capacity
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Focus on resource managers
Focus on resource managers as end users
4 times per year: Plan operational activities with outlook of 3 months
Reserve resource capacity for project activities
Small group (4 to 6 people) intensive support
Resource mgt became responsible for proper capacity allocations (90%)
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Focus on project managers
In starting up projects: facilitate creation of project plan
Aligned with Resource Management Which resources to use Remove the Reserved resource capacity for project
activities in operational plans
Only resource mgrs can add named resources in project plans
Only resource mgrs can switch proposed resources to committedProject mgrs cannot do this!
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Lessons Learned
You will need help from outside Start simple: take small steps, one at the time Guide beginning users:
Do it for them, do it together, do it them selves Explain Task types Only use limited views (demo Rob) Assign only one resource per activity Don’t use dependencies Project activities: Duration > 1 day and < than 2
weeks
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Where do we stand today
Roadmap scenario Integral Planning
Amount and Complexity of Processes
Impact on Organization
1
2
3
4
•Project planning by project mgr•No resource allocations•Project tracking in project planning by project mgr•Reporting
•Project planning by project mgr•Resource planning by project mgr•Project tracking in project planning by project mgr•Reporting
•Project planning by project mgr•Resource allocation by project mgr•Reporting •Project tracking in project planning by project mgr
•Project planning by project mgr•Resource allocation by resource mgr •Reporting•Project tracking in project planning by project member through Project Web Access Timesheet
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Questions or remarks?
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Who am I?
Tino Willems Application Engineer Information and Collaboration Solutions,
with MS .NET MS SharePoint Server Functional and technical consultant MS Project Server MS SQL Server
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In the beginning there was…
Nothing Project Server 2007
Single server installation No connection to existing
SharePoint 2007 environment
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Installation Project Server 2007
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Installation Project Server 2007
Help from Océ Infrastructure dept. External consultants
Result: Fully operational Project Server environment Installation manual
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Why Project Server 2010?
Integration of project mgt. processes and collaboration
Need for additional functionality Improved portfolio support Improved resource management Improved project planning Reporting enhancements
Masterdata integration
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Why Project Server 2010?
External factors Existing SharePoint environment moves to 2010 R&D requested EPM 2010 for new product
development Growing amount of users
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Lessons learned
Initial installation of EPM requires Consultancy EPM Support from infrastructure dept.
It is neccessary to configure your EPM server according to your needs
Technology is not the bottleneck Out-of-the-box works just fine
Maturity of people and processes are critical success factors
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Portfolio mgt by Felix Arons
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Who am I?
Felix Arons
Release mgr and Portfolio analyst
Global ICT, Corporate Program office
Decision enabling of the OneOcé Portfolio board
Managing release planning of IT systems
User of MS Project 2007 and TOPdesk
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OneOcé applies OGC Guidances
MS Project and MS SharePoint
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Managing the Portfolio of OneOcé activities(demo)
Structure of the OneOcé portfolio dashboard
Resource mgt dashboards Data Analysis for allocation levels Resource center for scenario analysis Project plans for standing activities
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EPM and the future of Océ
Built up of best practices within OneOcé program. Global ICT systems delivering the blueprint model for an Opco, processes and supporting ICT systems
Introduction of best practices in planning and resource mgt in Reaching Our Potential Program Managed Print Services Program New Product Development at R&D
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Part 2: interactive session
Group DiscussionCase about capacity planning, resource management
and project management
Our main challenge is to bring all elements together, tuning every individual aspect, resulting in a well oiled machine that runs like
clock work
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Run the Business
Business as Usual
Capacity planning
Change the Business
Portfolio mgt
Step 1: Allocate capacity to projects and operations
Resource mgt function
Line mgt
Capacity planning
Allocate capacity
Allocate capacity
Project 1
Project 2
Standing activities
within team
Team Leads& Resource
mgrs
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Run the Business
Business as Usual
Capacity planning
Change the Business
Portfolio mgt
Step 2: Organize work with allocated capacity
Resource mgt function
Line mgtCapacity planning
Allocate capacity
Allocate capacity
Project 1
Project 2
Standing activities
within team
Activity planning
Project 1
1. Deliverable 11.1 Activity 1 Activity planning
Operations
1. Deliverable 11.1 Activity 1
Activity planning
Project 2
1. Deliverable 11.1 Activity 1
Organize work
Ensure Delivery
Team Leads
Projectmgrs
Organizework
Organizework
Team Leads& Resource
mgrs
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Capacity planningfor
Standing activities
The world is a heavenly place
Resource mgt function
Line mgt
Capacity planningfor Projects
Allocate Resource 1
Allocate Resource 1
Resource 1: 40%
Jan Mar
Project 1
Resource 1: 40%
Jan Mar
Project 2
Resource 1: 20%
Jan Mar
Operations
ID Resource Name Work
1 Resource 1 512 hrsProject 1 204,8 hrsProject 2 204,8 hrsOperations 102,4 hrs
Details
WorkWorkWorkWork
03 10 17 24 31 07 14 21 28 07 14 21 28 04 11Jan '11 Feb '11 Mar '11 Apr '11
40h 40h 40h 40h 40h 40h 40h 40h 40h 40h 40h 40h 32h16h 16h 16h 16h 16h 16h 16h 16h 16h 16h 16h 16h 12,8h16h 16h 16h 16h 16h 16h 16h 16h 16h 16h 16h 16h 12,8h8h 8h 8h 8h 8h 8h 8h 8h 8h 8h 8h 8h 6,4h
Team leads and Resource mgrs are responsible for correct allocation levels
This picture shows an ideal worldhowever…
Team Leads& Resource
mgrs
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Ensuring delivery: meeting the devil’s square
Organize work
Ensure Delivery
Team Leads
Projectmgrs
Organizework
Organizework
Activity planning
Project 1
1. Deliverable 11.1 Activity 1
Jan Feb Mar
Resource 1: 40%
Activity planning
Project 2
1. Deliverable 11.1 Activity 1
Jan Feb Mar
Resource 1: 40%
Activity planning
Operations
1. Deliverable 11.1 Activity 1
Jan Feb Mar
Resource 1: 20%
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The Issue: How to ensure delivery with limited resource capacity?
Jan Feb Mar
Project 1: ensured by Project mgr 1
Project 2: ensured by Project mgr 2
Operations: ensured by Team lead 1
D1
D2
D3
D1’
D2’
D3’
D1 = Deliverable 1, D2 =…
0%
Maximal availability: 100%
200%
Assignments for Resource 1
Standard = 90%
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How can you help us?
We want to manage the portfolio of activities as a whole: Issues from starting up projects Issues from running projects Issues from standing activities
Do you recognize the Océ issue in you own practice?
How do you cope with this?
What can you recommend to Océ?
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Our current issues
Conflicting interests between resource mgr and project mgr?
Resource mgr is responsible for right allocation levels Expertise, capacity amount, utilization, dedication Standing activities
Project mgr is responsible for delivering project result Project capacity Project delivery through activity planning
Deliverable->activities->resource assignments
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Our main challenge…
Optimal balancing capacity allocations Proposed vs. committed resources
Project mgrs want to plan with roles and skills, not named resources
Main focus of the Resource mgr is capacity planning Project mgr is the activity planning
Project plans should be the consolidation or evidence for the agreements made between project and resource mgr
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10 – 15 minutes break
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Proposed approach MPUG NL chapter
Platform for and by end users focusing on needs / challenges with MS Project as central element
Focus is on interaction – doing things with each other. Attendees are actively involved in MPUG sessions.
Supported by Microsoft and professional consultancy
Values are Informal, Openness Honesty Trust Independent
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Define topics for next MPUG meetings
MPUG is a platform for end users
What are your needs?
What would your organization like to achieve?
Which topics would you like to be addressed in upcoming MPUG NL chapters
Are you willing to present a case from your own practice or organization?
Do you have learned lessons or best practices that you would like to share in a MPUG meeting?
Make a choice of the three most important topics
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Announcement MPUG NL session 12 July
“Forecast Scheduling with Microsoft Project 2010”
Speaker is Eric Uyttewaal.
Formal announcement will be done by MPUG.COM
We hope to see you at Eric’s presentation on 12 July Take a flyer with you
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Getting to know Océ Drinks and finger food afterwards
We all go to the Océ Event Centre This at the central reception
A tour of 20 minutes has been organized that will explain the Océ organization
Hereafter informal closure with drinks and finger food
We hope you to see at a next MPUG session!
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OneOcé: Our main issues
Our main challenge is to bring all elements together, tuning every individual aspect, resulting in a well oiled machine that runs like clock work
Finding the right balance between pampering and enforcement by organizational rules Accountability and rules of
engagement
Shift from steering on content (products) to process
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